CAFM and Business Systems Manager

The post

holder will provide operational management of the Estates Helpdesk and act as

system administrator and subject matter expert for the Computer Aided Facility Management (CAFM) platform and associated business

systems, ensuring services are delivered efficiently and in accordance with

organisational requirements Incorporated into this would be the delivery of the Planned

Preventative Maintenance (PPM) systems to support safe, compliant, and

efficient Estates operations.

The post holder ensures

the Computer Aided Facility

Management (CAFM) environment accurately

reflects the estate, assets and statutory maintenance regime, and that reliable

management information is available to decision-makers.

To lead the day-to-day delivery,

maintenance and continuous improvement of the Estates CAFM and PPM systems for Livewell

Southwest; to provide accurate compliance evidence and operational insight; to

coordinate statutory PPM planning in collaboration with Estates Supervisors; to

train and support users; and to ensure alignment with Livewell policy,

technical guidance, legislation and Health Technical Memoranda (HTM).

comply with all relevant Health, Safety and Statutory legislation and seek apply

best working practice at all times.

This role may not be eligible for sponsorship under the Skilled Worker route.

Livewell may close the job advertisement earlier than the specified deadline.

All staff are expected to be able and willing to work across a 7 day service.

The post holder would

have ultimate responsibility for the management of the Estates Helpdesk, and

specialist ownership of the cloud based digital CAFM and Business Systems Act as system owner for the CAFM/PPM

platform (e.g., configuration, user roles, workflows, mobile working, forms).

Maintain

the asset data model, hierarchies, locations, and attribute sets; manage

document links to O&M manuals and certificates.

Define

and manage the PPM library, job plans, task frequencies and compliance

checklists in line with HTMs, SFG20 and Livewell SOPs [as Applicable].

Oversee

change control, UAT and release management CAFM updates and integrations;

maintain audit trails.

Statutory

Compliance & Planned Preventative Maintenance (PPM) Planning :

Coordinate

the scheduling and monitoring of statutory and mandatory PPM activities with

Estates Supervisors and contractors.

Ensure

evidence records (certificates, service sheets, RAMS, permits) are captured and

stored in CAFM against assets and tasks.

Undertake

daily compliance posture checks within CAFM and BMS; investigate exceptions and

escalate risks to Estates Management.

Support

Water Safety, Fire Safety, Asbestos and other risk groups with accurate

registers and action tracking via CAFM. Undertake AP/RP responsibility, as appropriate.

Optimise

helpdesk-to-workflow processes (prioritisation, SLAs, triage approvals) to

minimise response time and backlog.

Enable

mobile work management for in-house and contractor teams; ensure robust

updates, closure codes and parts/labour capture.

Monitor

performance vs SLAs/KPIs; produce weekly operational summaries and exception

reports.

Own

data quality frameworks (completeness, accuracy, timeliness); plan and deliver

periodic data cleansing and asset verification.

Ensure

compliance with information governance (UK GDPR), retention and audit

requirements for CAFM data.

Design

and maintain dashboards and reports (compliance, statutory completion, overdue

tasks, reactive performance, risk, backlog).

monthly/quarterly reporting packs for Board and Executive Team; provide

commentary and improvement actions.

Supporting the

estates strategy and transformation programme through data driven insights from

CAFM system and BMS.

Support

contractor onboarding with CAFM (H&S documentation, competence, insurances)

with Procurement/Finance.

Ensure

RAMS, permits-to-work and completion documents are submitted and stored via the

contractor portal or equivalent.

Review

contractor performance data and chair/supply input to performance review

meetings with Estates Management.

Training,

Develop

role-based training materials (quick reference guides, e-learning, toolbox

talks); deliver induction and refresher training.

Provide

front-line support to users; resolve queries and liaise with vendor support

where required.

Lead

change adoption for new features/modules and site mobilisations; gather

feedback and prioritise enhancements.

Support

data migration and mobilisation for new sites, refurbishments and capital

schemes (asset capture, barcoding/QR, O&M ingestion).

Work

with Digital/IT to maintain safe interfaces/integrations (Finance/Procurement,

HR, BMS/IoT, room booking).

Contribute

CAFM requirements to specifications, business cases and post-project benefit

tracking.

Maintain

risk logs for CAFM-related issues; propose mitigations and report via Estates

governance structures.

Ensure

business continuity arrangements for CAFM (backups, offline procedures,

disruption playbooks) are documented and tested.

Participate

in internal/external audits providing auditable evidence from CAFM.

Livewell Southwest is an independent, award-winning social enterprise delivering integrated health and social care services across Plymouth, South Hams, and West Devon, with specialist services in parts of Devon and Cornwall. Our teams work in community hospitals, GP practices, sports centres, and health hubs.

As an organisation with a strong social conscience we are guided by our values, kindness, respect, inclusivity, ambition, responsibility, and collaboration. We focus on transforming services to ensure sustainability, while empowering staff and those we serve.

We involve the people we care for, along with their families and carers, in shaping the care they receive, striving to deliver the right care at the right time and place. Centering our work on individual needs helps people lead healthy, independent lives.

We prioritise employees' development, offering protected CPD time, training pathways, leadership programs, and funding for qualifications like the Care Certificate and Nurse Training Scholarships. Our induction and preceptorship programs ensure a smooth transition into our organisation.

Livewell Southwest values diversity and encourages applications from all sections of the community, including those with armed forces experience, lived experience of mental health, neuro-diverse conditions and learning disabilities. If you need assistance or reasonable adjustments during the application process, contact the Recruiting Manager listed in the job advert.

Qualifications

Desirable: - IWFM qualification; PRINCE2/Agile; Vendor Computer Aided Facilities Management (CAFM) certification; HNC/HND.

Additional Requirements

Desirable: - - Self motivated, with determination.; - - Change champion; service design thinking.

Experience

Desirable: - NHS/Healthcare Estates experience; data migration projects; contractor performance management; audit liaison (CQC / Health Technical Memoranda (HTM) / ISO).

Specific Skills

Desirable: - - SQL/report building; dashboard design; script/automation exposure.; - - Car driver

Knowledge

Desirable: - - Understanding of HTM/SFG20 guidance, PUWER/LOLER, water hygiene (L8/HTM04-01), fire safety records HTM05). Data governance and UK GDPR.